Patients Requesting Their Records

Our medical records department (Health Information Management) will be happy to assist you in obtaining your medical records upon receipt of your request. You can fax, mail, email or personally deliver your requests to obtain your medical records. A Patient Request for Release of Information form can be located on the UAMS HIPAA site.

How long will it take to receive my medical records?

Our goal is to complete requests for records within 7 to 20 days after our office receives the request. Generally, requests delivered in person are processed at the time of delivery. If you have an emergency need, we will try our best to accommodate you.

What is a legal/personal representative?

The person authorized by law to act on behalf of the patient, such as the parent of a minor, a court-appointed guardian or a person appointed by the patient in a power of attorney document that is applicable to health care.

What if a patient is incapacitated?

If a patient is incapacitated and there is no health care proxy or other authority, the following individuals may act as Personal Representative for HIPAA purposes (see Ark. Code Ann. 20-17-214):

• A legal guardian of the patient, if one has been appointed.
• In the case of an unmarried patient under the age of 18, the parents of the patient.
• The patient’s spouse.
• The patient’s adult child. If there is more than one adult child, then a majority of the patient’s adult children who are participating in the decision.
• The parents of a patient over the age of 18.
• The patient’s adult sibling. If there is more than one adult sibling, then a majority of the patient’s adult siblings who are participating in the decision.
• Persons standing in loco parentis (in the place of a parent) to the patient.
• A majority of the patient’s adult heirs at law who participate in the decision.

What if a patient is terminally ill or permanently unconscious?

If a patient is terminally ill or permanently unconscious and there is no healthcare proxy appointed, the following individuals may act as Personal Representative for HIPAA purposes (see Ark. Code Ann. 20-17-202):

• Legal guardian of the patient.
• In the case of an unmarried patient under the age of 18, the parents of the patient.
• The patient’s spouse.
• The patient’s adult child. If there is more than one adult child, then a majority of the patient’s adult children who are participating in the decision.
• Parents of a patient over the age of 18.
• The patient’s adult sibling. If there is more than one adult sibling, then a majority of the patient’s adult siblings who are participating in the decision.
• Persons standing in loco parentis (in the place of a parent) to the patient.
• A majority of the patient’s adult heirs at law who participate in the decision.

How can I obtain records for a patient that is deceased?

Deceased patient records must typically be treated with the same protections as those for living patients. Therefore, the health information of a deceased patient may only be released under the following circumstances:

• With a valid, current (nonexpired) authorization signed by the patient prior to death.
• If the person requesting the release is the person appointed by a court to act as the personal representative of the estate.  Under Arkansas law, this would be an executor or administrator of the estate. There must be a court document, and a will is not effective until it has been probated in court.
• If the person requesting the deceased patient’s records completes a signed and notarized UAMS Affidavit of Next of Kin document.
• If the information is needed for the treatment of a surviving relative, we can send the records directly to that relative’s doctor.

Is there a fee for the records?

Fees for Patients or Patient Representatives to obtain medical records are set in accordance with HHS 45 CFR 164.524. The actual cost of any required postage may also be charged. There is no charge for obtaining copies of a patient’s medical records if the records are sent to a doctor’s office, clinic or hospital.

Estimated Fees for Patient Requests

These are approximate costs – do not send payment up front when requesting paper records. Requestors will be notified of actual fees when processing the request.

Contact Us

Phone: 501-603-1520
Fax: 404-201-2227
Email: recordrequests@uams.edu

Address: 4301 West Markham Street, Slot 524, Little Rock, Arkansas 72205

We are located on the first floor of the main hospital next to Hospital Admissions. You can ask any UAMS employee to help you find our office